MINUTES OF THE FIRST CHANGE MANAGEMENT COMMITTEE MEETING
HELD AT BOTANICAL BEACH HOTEL 20-22 DECEMBER 2012
Agenda
1. Opening prayer
2. Record of attendance
3. Communication from Chairperson
4. Response to communication from the chairperson
5. Presentations
6. Terms of Reference of CMC and its sub-committees
7. Work plans for the CMC and its committee
8. Identification of salient issues
9. The way forward
10. Closing Remarks
CMC/2011/1/1 Opening Prayer
The chairperson called the meeting to order at 9:15Am and opening prayer was led by Dr G.W
Nasinyama.
CMC/2011/1/2 Record of attendance
1. Prof. Samuel Kyamanywa
Chairperson
2. Prof. Ddumba Ssentamu
Member
3. Prof. Eli Katunguka
Member
4. Prof. Barnabas Nawangwe
Member
5. Ms Catherine Kanabahita
Member
6. Prof Ben Twinomugisha Member
Secretariat
1. Dr. Vincent A.Ssembatya
Director Quality Assurance
2. Ms Florence Nakayiwa
Senior Economist
In-attendance
1. Prof V. Baryamureeba
2. Prof. George Nasinyama
3. Mr Tito Okumu
4. Mr. Alfred Masikye Namoah
5. Mr Taremwa Herbert
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6. Ms Hawa Harriet
7. Mr Wamai Mark
8. Mr Odoch Walter
9. Ms Irene Namatende
10. Mr Robert K.Ngobi
11. Ms Ritah Namisango
CMC/2011/1/3 Communication from the chairperson
The Chairperson:
1. Welcomed members to the first CMC meeting
2. Informed members that the overall objective of the retreat was to bring on board
members of the Change Management Committee and or its Sub-Committees who were
not members of the Makarere University Research, Administrative and Financial
Reforms Committee.
3. He informed members that he expected outputs of the retreat were:
a) a proposal to the IDRC to fund the Change Management Implementation Process
b) Work plans for the Change Management Committee and its Sub-Committees
c) Terms of References for the Change Management Sub-Committees,
CMC/2011/1/4 Response to chairperson’s communication
1. Members were grateful that the reform process was on course
2. Members felt that the proposal to IDRC should be given due attention so as to meet
the deadline for its submission
3. Members were grateful to the university management’s commitment to the reforms
CMC/2011/1/5 Presentations
5.1 Organizational Manual
1. In order to bring to board members of the CMC and or its sub-committees who were
not members of the URAFR committee, Prof. Barnabas Nawangwe presented an
overview of the Makerere University Organizational Manual.
2. He highlighted the objectives of the Organizational Manual as:
a) to act as an induction manual for people who do not know much about the
university.
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b) to inform Makerere University’s stakeholders about the organizational structure
of the university and her various academic and administrative units;
c) to serve as a reference manual for all persons enlarged with providing service to
the university’s various categories of customers, particularly the students, who
are the main customer.
d) to set the minimum standards for service delivery in all university’s functions,
particularly the core functions of teaching and learning, research and knowledge
transfer partnerships.
e) to enhance the quality of service delivery and hence the quality of the university’s
products.
f) to promote a conducive working environment for all the people who serve the
university.
3. highlighted the main themes of the Organizational Manual: matrices, references, main
processes, sub-processes and process maps which indicated the minimum standards for
themes.
5.2 Research Manual
Prof. Eli Katunguka:
1. Informed members that the genesis of the reforms process at Makerere University was
the Sida Mid-Term Review that identified obstacles to research such as the
procurement process, financial management, and accountability. The University
Management felt that there was need to broaden the scope of the reforms to include
teaching and learning, college administration, finance in addition to Research.
2. Explained that the purpose of the Research Manual is to provide guidance to
researchers on how to go about the research process, how to find information and
who is doing what in the research portfolio.
3. Highlighted the main themes of the Research Manual: matrices, references, main
processes, sub-processes and process maps which indicated the minimum standards.
CMC/2011/1/6 Terms of References of CMC and its Sub-committees
Since the TORs for the CMC had already been developed, members of the CMC subcommittees developed TORs for the Sub-committees through group work.
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6.1 Terms of Reference of the University Change Management Committee.
a) Assess the level of preparation for the reform.
b) Ensure any outstanding work is completed
c) Plan strategies for implementation and establishment of necessary structures.
d) Disseminate information on reforms to university stakeholders.
e) Determine resources required for implementation (human and material resources) of
the reforms
f) Establish, monitor and evaluate activities of SC and TFS that execute reforms.
g) Advice the VC in all matters related to reforms.
h) Develop internal communication strategy for continuous change management in
conformity with the overall communication strategy.
i) Receive reports from various units on implementation of reforms in their specific areas.
j) Act as a center of monitoring, coordination and evaluation of Change Management.
k) Give guidance on documentation of all activities related to Change Management.
l) Produce quarterly reports on continuous change management.
6.2 Terms of Reference for the Teaching and Learning Sub-Committee
a) Comprehensive Teaching & Learning Policy
b) Regularization of Off Campuses Policy so that it fits within the College Framework
c) Harmonization of structure for the whole University
d) Follow up of Schools transition to College
e) Oversee the development of ARIS
f) Student Performance assessment
g) Harmonization of T& L policies and ops of Organizational Manual
h) Conduct a situational analysis of facilities of teaching and learning
6.3 Terms of Reference for the Research Sub-Committee
a) Develop and administer a tool for the baseline survey to obtain data on research and
innovations at Makerere University
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b) Review recommendations from URAFR and the baseline survey to identify those for
implementation by the SC
c) Identify policy and other gaps to be addressed (including Research Communications
Strategy)
d) Identify and recommend structures in colleges/schools to manage research and
innovations and linkages with the DRGT
e) Identify activities for implementation in the short, medium and long term
f) Plan for sensitization of colleges and schools on reforms contained in the research
manual and findings from baseline survey
g) Develop a work plan for implementation of activities/recommendations
h) Monitor compliance by university units
i) Provide quarterly reports to CMC
6.4 Terms of Reference for the Support Services Sub-Committee
a) Identify Short, Medium and Long term Activities for Support Services Sub Committee.
b) Design performance indicators for Support Services that will ensure continuous
improvement in service delivery.
c) Identify responsible Units/officers to implement the changes.
d) Establish
human
and
non-human
resources
implications
of
the
proposed
Makerere
University
recommendation
e) Develop monitoring and evaluation mechanisms.
f) Establish a base line for Support Services with the units.
6.5 Terms of Reference for the Communication Sub-Committee
a) Oversee
the
development
and
implementation
of
the
Communication Policy and Strategy
b) Ensure the establishment of the PR Office and link its role to the Makerere University
units, internal and external target audiences
c) Plan and coordinate Communication function of CMC to the various stakeholders of
Makerere University in order to improve visibility, identity within and outside the
university.
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d) Build the capacity of Makerere University Leadership, Communication Officers and Web
Administrators to communicate effectively in order to project a positive image and
brand of Makerere University.
e) Facilitate information exchange, knowledge acquisition and awareness of the change
processes in order to address resistance to change and create positive attitudes and
productive behaviours.
f) Ensure the institutionalization of communication for change in the Makerere wide
systems, procedures, processes and practices
g) Provide evidence of change through reports, publications, online, and in the media
CMC/2011/1/7 Work plans for the CMC and its Sub-Committee
Members of the CMC and its sub-committees started on the process of developing work plans.
It was, however, agreed that this was work in progress.
CMC/2011/1/8 identification of Salient Issues
After the Presentations and discussions the salient issues were identified. There was need to:
a)
fast track the appointment of the members of the Sub-Committees
b) develop guidelines for ethics in research.
c) spell out the linkages between the proposed research units/office at the
colleges/independent schools and the DRGT.
d) fast track the development of the Grants policy and strengthen the Grants office which
would centrally coordinate research grants at the university.
e) develop a comprehensive Management Information System for the University.
f)
come-up with a Human Resource Recruitment Plan;
g)
fast track the development or approval of a Makerere University Organizational
structure, and
h) develop a Risk Management Plan.
i)
j)
the library processes were omitted in the Organizational Manual
select areas for focus so as to Kick-start the change process.
Other salient issues identified at the CMC retreat were:
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k) field attachments were not addressed in the Organizational Manual and there was need for the
Colleges/Independent Schools to come up with Self-Assessment Reports on field attachments
l) although the Organizational and Research Manuals were Operational Manuals for the
University highlighting process of how University business/activities should be
conducted, they may need policies to smoothen their operations that have to be
approved by the University Council
m) The Directorate of Quality Assurance will house the Change Management Committee
and its activities and hence would act as the center for all CMC activities
n) a portal is needed where all relevant documents of the CMC would be deposited.
o) the communication sub-committee had almost dis-integrated following the resignation
of
CMC/2011/1/9 The way forward
It was agreed that:
a) the Sub-committees should finalize their work plans and submit them to the Secretariat
by the 5th of January 2012,
b) Dr Vincent Ssembatya, Ms Kanabahita Catherine and Dr. George Nasinyama were
requested to come up with a draft proposal to IDRC by the 12th of January 2012,
c) an executive summary of change reforms should be presented to a Special Council
Meeting by the 15th of February 2012 because the implementation of the reforms will
require a number of policy documents to be approved by the University Council
d) the Change Management Committee will meet quarterly but the Sub-committees would
determine the frequency of their meetings and need for the retreats
e) the Sub-committees would select areas that will have immediate impact in the university
since all the URAFC recommendations cannot be handled at once
CMC/2011/1/10 Closing Remarks
The Ag. Vice Chancellor emphasized:
1. The importance of institutional ownership of the reforms by all stakeholders.
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2. That the various stakeholders/units (including oversight units) should be informed of
their mandates during the implementation of the reforms at the university.
3. That the CMC will largely depend on internal capacity to accomplish its mandate and
pledged his support to the CMC.
4. The need to ensure that the university is protected in the process of implementing the
reforms.
Chairperson
…………………..
Prof Kyamanywa
Secretariat
………………
Dr Vincent A. Ssembatya
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